Clinical Operations Officer - Marie Stopes Ghana

Role Purpose

The Clinic Operations Officer reports to the Clinics Channel Lead and provides operational support to Clinic Managers across MSI Ghana's clinic network.

The purpose of this role is to ensure effective operational guidance, adherence to quality and policy standards, sound financial oversight of clinic activities, and accurate administrative documentation and reporting.

The role holder is responsible for developing, monitoring, and implementing systems that enable efficient use of resources in accordance with organisational policies.

The Clinic Operations Officer sustains collaborative relationships with the Clinics Channel Lead, clinic teams, and other MSI Ghana team members to drive value for money and ensure effective coordination of clinic operational activities.

The Clinic Operations Officer is expected to participate in clinic review meetings and provide reporting support to the Clinics Channel Lead and other team members.

The Clinic Operations Officer is expected to demonstrate MSI Ghana's three core values:

1.  Accountability — to each other, our clients, and our stakeholders
2.  Equality — of opportunity and access
3.  Value for money — in the management of our resources

Key Responsibilities

1. Clinic Operational Efficiency

• Archive all clinic operational data and performance information on the organisation's shared document management system.
• In liaison with the Clinics Channel Lead, identify opportunities to enhance clinic operations and improve client experience, while optimising service provider engagement.
• Develop action plans to meet productivity benchmarks and implement those plans across assigned clinic facilities.
• Standardise front-desk and clinical support workflows to embed a culture of service excellence across all clinics.
• Maintain positive working relationships with physicians, nurses, midwives, and all clinic staff.
• Provide ongoing oversight to ensure adherence to care delivery standards; assist in removing operational barriers and act as a liaison to central support functions.
• Support Clinic Managers in addressing staff compensation and human resources concerns; maintain ongoing, meaningful communication with Clinic Managers and their teams to ensure staff are recognised and well informed.
• Facilitate the successful onboarding of newly hired staff by implementing engagement and retention initiatives.
  
  

2. Stock Management

• Verify and track orders for stock and supplies, ensuring correct quantities are ordered, distributed, and recorded in line with agreed forecasts.
• Ensure appropriate reconciliation of all stock delivered to clinic teams, including reviewing stock cards, cross-referencing data with service delivery records, and monitoring agreed implementation plans.
• Provide the Clinics Channel Lead with accurate, relevant, and comprehensible data and analysis to inform work plans and budgets.

3. Financial Document Management

• Support the Clinics Channel Lead in the efficient management of all financial transactions, ensuring full compliance with organisational financial policies.
• Ensure all documentation for clinic team expenses, advances, and reconciliations — including daily allowances — are submitted correctly, on time, and in full compliance with standard operating procedures.
• Provide regular feedback to the Clinics Channel Lead on financial expenditures and proactively identify areas for improvement.
• Ensure all team members have the appropriate tools and documentation required for financial recordkeeping.
• Monitor and ensure all clinics are meeting their monthly income-to-cost targets.

4. Reporting and Coordination

• Coordinate with clinic team leaders to produce and analyse monthly performance dashboards, circulating these to the Clinics Channel Lead and Senior Management Team within agreed timelines.
• Develop tools and generate regular reports to track progress against recommendations for quality and
  operational improvements identified through dashboards, reviews, quality assessments, and supervisory visits.
• Ensure activity work plans and reports are effectively shared with all clinic teams to support coordination of activities.
• Support the Clinics Channel Lead in organising review meetings, including documenting all meeting proceedings, action points, and progress against previous action points.
• Maintain an up-to-date repository of clinic staffing plans, leave plans, and pre-approved lists of locum personnel.

5. Clinical Quality and Policy Compliance

• Ensure timely implementation of all internal and external quality assessment recommendations, and that supportive supervisory visits are conducted as scheduled.
• Provide updates to management team meetings on the status of pending action points from quality assessments and supervisory visits.
• Implement all policies as directed by the Clinics Channel Lead and Senior Management Team.
• Ensure full clinic compliance with internal multidisciplinary team policies and external regulations governing medical operations, including the timely renewal of licences and registrations for all relevant staff, departments, and facilities.
• Resolve patient or client concerns that have not been resolved at the clinic level.
• Develop and implement systems to ensure that established policies, protocols, goals, and objectives are
  achieved in compliance with MSI Ghana policies, professional standards, and applicable local and national regulations.
  
  

6. Administrative and Logistics Coordination

• Review locum staff requests and verify professional licences before processing clinic requests.
• Review accommodation, travel, and conference requests against approved work plans to ensure all details are captured accurately.
• Raise and process daily allowance requests against work plans and ensure timely submission.
• Process requisitions for hotels, conferences, air travel, and vehicle maintenance.
• Review and process supplier invoices accurately and on time, and forward to relevant parties for approval and payment.

7. Data Storage and Information Management

• Archive all clinic operational data and performance information on the organisation's shared document management system.
• Maintain and update shared databases with clinic performance narratives, stock levels, staff training records, and identified skills gaps.
  
  

8. Clinic-Level Marketing and Demand Generation

• Support the Clinics Channel Lead and Marketing team in planning and executing clinic-level marketing and demand generation activities, including campus and community activations, health education talks, and outreach campaigns.
• Ensure consistent, on-brand visibility at each clinic — signage, posters, and promotional materials must be current, properly displayed, and well maintained.
• Support coordination of local partnerships and sponsorships that increase client footfall and raise awareness of MSI Ghana's services.
• Track and report on the performance of clinic-level marketing activities — including footfall, referrals, and conversions — to inform future campaigns.
• Support content gathering — photographs, client testimonials, and clinic updates — for social media and digital marketing channels.

Any other duties assigned by management

Qualifications Required & Experience

• A degree in Healthcare Administration, Business Administration, Marketing, Public Health or related field.
• A postgraduate degree (Masters level) is an added advantage.
• Proficiency in current technologies used in healthcare operations, data analysis, and reporting.

Experience

• A minimum of five years of working experience in management roles.
• Proven public health management and leadership skills, with a demonstrated ability to motivate high performing teams and foster innovation.
• Mid-level leadership experience with financial management and budget responsibility.
• Experience and knowledge of Ghana's health sector and community health service delivery.
• Demonstrated ability to facilitate staff capacity development across all levels of an organisation.
• Demonstrated experience planning and executing marketing or demand generation activities — such as community activations, campaigns, or health promotions — is required for this role.

Skills and Competencies

• Excellent marketing, communication, and networking skills.
• Strong teambuilding skills with the ability to inspire and develop others.
• Proven written and verbal communication skills, with the ability to persuade and influence at all levels.
• Proven digital and information technology skills, including the ability to analyse data for strategic decision-making.
• Strong organisational skills and attention to detail.
• Strong networking and advocacy skills.

🔥 SIMILAR JOBS YOU MAY LIKE → APPLY